ASSOCIATE ADMINISTRATIVE OFFICER

Org. Setting and ReportingThe United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities. UN-Habitat is the focal point for all urbanization and human settlement matters within the UN system. UN-Habitat works with partners to build inclusive, safe, resilient and sustainable cities and communities. UN-Habitat promotes urbanization as a positive transformative force for people and communities, reducing inequality, discrimination and poverty. The incumbent works in liaison with UN-Habitat Offices at Headquarters, Country Offices, the United Nations Office in Nairobi (UNON), UNDP Country Offices and other United Nations offices in the Arab countries. This post is located in the Programme Management Unit, Regional Office for the Arab States (ROAS), Amman, duty station. Under the overall supervision of the Regional Representative of the Arab States and the direct supervision of the Regional Administrative Officer, the incumbent will be responsible for the following duties: ResponsibilitiesHuman Resource Management: • Undertakes actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Provides information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Provides information on unit’s staffing needs for inclusion in department’s staffing table. • Prepares and presents cases to appointment and promotion bodies. • Serves as ex-officio in examinations boards. • Monitors the work of the Human Resources Assistants in carrying out all human resources administrative transactions including preparation of personnel actions, maintenance of staffing tables, and processing of contracts. • Supervises the maintenance of the human resources filing system. • Coordinates staff/Consultant salaries and entitlements with UNDP; ensure timely payments for both staff/ consultants. • Provides UNDP the necessary documentation needed to issue contracts, and timely provision of job accomplishment certificates to allow them to process docs in time. • Provides information on unit’s staffing needs for inclusion in department’s staffing table. • Prepare evaluation reports for all support staff; review policies and procedures of staff benefits and remunerations and recommend changes as required. Budget and Finance: • Assist in developing the unit’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes. • Monitors budget/work program with respect to Headquarters’ budget, trust funds and grants, on a regular basis, and reallocates resources as necessary. • Supports the implementation of procedures and systems for implementing the appropriate financial database. • Contributes to the development of budgetary guidelines for own unit. • Provides substantive support to relevant departments in UN-Habitat in their review of the Projects Budget prior to deployment. • Issues allotments (Budget Released) for the Projects, including redeployment of funds when necessary, ensuring appropriate expenditures and monitoring of budget implementation. • Coordinates with UNDP and UNON in relation to Inter Office Vouchers (IOV) clearance and relevant financial transactions. • Liaises with Management, Advisory & Compliance Unit (MACs) and UNON regarding any obstacles that may occur during the financial process in ERP Systems. • Assist in the preparation of financial reporting in line with the Business Intelligence (BI) module. General Administration: • Provides information to the Head of the office and the senior managers on managerial, financial and administrative matters in relation to UN-Habitat policies and procedures, practices and UN Rules and Regulations. • Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems). • Assists in the coordination with Project Administrator and other partners on financial and administrative matters pertaining to project initiation, implementation and/or closure. • In consultation with the Project Administrator, periodically prepares donor’s reports; and necessary financial statements; in line with the project documents. • Administers and provides advice on salary and related benefits, travel, and social security entitlements. • Maintains liaison with UN-Habitat HQs; the Programme Division, UNON, UNDP, UNOPS and other service providers on administrative matters. • Contributes to the collection and analysis of data and identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. • Documents requirements and background information used for data analysis. • Supervises support staff as required. CompetenciesPROFESSIONALISM: Knowledge and understanding of staff and financial rules and regulations and related policies/procedures. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. EducationAdvanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, or related field is required . A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable. Job - Specific QualificationNot available. Work ExperienceA minimum of two (2) years of progressively responsible experience in business or public administration, finance, accounting,human resources management or related area is required. Experience in UN or other international organization policies, procedures related to human resources management is desirable. Experience working within the United Nations System or similar international organization is desirable. Experience working in ERP systems such as Umoja, is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this position, fluency in both English and Arabic is required. Knowledge of another official United Nations language is desirable. NOTE: \"fluency equals a rating of \"fluent\" in all four areas (read, write, speak, understand), and \" Knowledge of\" equals a rating of \" confident\" in two of the four areas. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeThis post is for an initial period of one year and may be subject to extension. Extension of appointment is subject to satisfactory performance and availability of funds. THIS POSITION IS OPEN TO NATIONALS OF JORDAN ONLY. National Professional Officer category shall be of the nationality of the country where this position is located and will be recruited in the country or within commuting distance of the office. If no suitable local candidate is identified, Jordanian nationals residing elsewhere may be considered, in which case the candidate would be responsible for any costs related to traveling and relocating to Jordan in the event of an employment offer. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. On-line applications will be acknowledged where an email address has been provided. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira \"Contact Us\" link. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.